/expense/online-help/visma-employee section 2024-12-17T10:19:41+01:00 # Visma Employee (mobile app) **Visma Employee app** is an app that allows you to create receipts and mileages as an Expense user. It is automatically synced to Visma.net Expense and will give notifications when your expenses are approved (or not approved). If you have more roles than the Expense role you can also view payslips and add time and absence in the app. If you wonder if the app fits you - just contact your payroll administrator. Why wait to register all your expenses until you sit by the computer again? Add them in the app and send them directly for approval. For receipts, the app allows you to take photos of them directly in the app, upload them from the phone gallery, or share them from other apps in the phone. Download the app in Appstore (iOS) or Google play store (Android). Use your regular expense login to log into the app. In the following pages you can read about every feature of the app and how to work with the app in the easiest way. /expense/online-help/visma-employee/settings page 2024-12-11T15:55:35+01:00 # Settings In the **Settings** you will find all information about the app, and things you can change. It differs in the settings if you have an Android or iOS device. #### Android - In the top of the page you will find information about the app and OS version, and the email address you are logged in with. - You can choose between different modes in the app, such as dark mode and you can also choose language. Note that some templates in the app come from the language you use in Visma home (e.g expense and mileage). - There is an option to open the app with a pin code. If you toggle that option on you need to log in to the app with a pin code. - In Android, you can turn notifications on and off, and also set specific notifications on and off. - An important part of the settings in Android is the “Allow screenshots”. If the toggle is off, you need to toggle it on before being able to take a screenshot / screen recording in the app. - As Visma thinks the environment is super important we have a part for the Emission summary. When opening this you can see a summary of all your expenses, with a nice diagram and percentages of each expense category. Note that this is available if your payroll administrator activated this in the settings in Visma.net Expense. - You can also see our accessibility statement in the settings. #### iOS - In the top of the page you will find information about the app and OS version, and the email address you are logged in with. - You can choose between different modes in the app, such as dark mode and you can also choose language. Note that some templates in the app come from the language you use in Visma home (e.g expense and mileage). - There is an option to log into the app with FaceID. If you toggle that option on, you need to log in to the app with FaceID. - As Visma thinks the environment is super important we have a part for the Emission summary. When opening this you can see a summary of all your expenses, with a nice diagram and percentages of each expense category. Note that this is available if your payroll administrator activated this in the settings in Visma.net Expense. - You can also see our accessibility statement in the settings. /expense/online-help/visma-employee/startpage page 2024-12-17T10:19:41+01:00 # Startpage On the **Startpage** you find the most important parts of the app; new notifications and the possibility to create new events without having to go to other tabs. The startpage provides you with an easy overview and access, and it adapts depending on your role. If you only have access to payslips, your startpage will look different to someone with a different role. It is your payroll administrator who gives you the roles for the app. If you are a user in more than one company, you can change companies on the startpage. Click on the company name on the top of the page and choose another company in the list. Note, this is only possible if you are added as a user in several companies with the same email address. If you are added as a user in several companies but cannot reach them on top of the startpage, please contact your payroll administrator and ask them to change the email address for your user in that company. ## Notification cards / Startpage cards {#notification-cards-startpage-cards} The notification cards on the startpage display the most recent information. For example if you have just sent three claims for approval, if you have a new payslip, if your vacation got approved or which amount all your unsent receipts have, and more. These notifications depend on the role you have. In order to see all notification cards, swipe to the left and a new card will appear. When clicking on one of the cards, you are taken to the specific place in the app where you can take action or view the information. ## Check in, check out If your user has the role for Time, and compensation rules agreement, you can check in and out directly via the app. It is as easy as it looks - press Check in when you want to check in to your shift, and press Check out when you leave. The button Check out will only be available after you have checked in. Information regarding the time you checked in and how long your shift has been going on is available after you have checked in. A message will be displayed if you forgot to check out, or need to go back a day to change anything (for example if you forgot to check out yesterday and try to check out today). ## Quick selections To create a new expense, calendar event or view salary summary you can use the quick selections. They have the same functionality as "Add new" in other tabs. Depending on your role, you will get different options to select from. **Add mileage**: You can choose to use the map for automatic calculations or add kilometers manually. Read more about the [Expense tab](../expense) **Add new receipt**: You can use the camera to take a photo or upload a photo from your phone gallery. Read more about the [Expense tab](../expense) **Register time or absence**: Add a new event in the calendar for worked hours, overtime, vacation, sickness and more. Read more about the [Calendar tab](../calendar) **Employee assistant**: In the same button as register time or absence you find our employee assistant. The assistant can help you with time and absence registrations, inform you about your balances (such as vacation days, flexitime, sickness and more). Click on the bot icon to start. You can use both text and speach. **View salary summary**: This will take you to a page where you can export all payslips and show a year-end report (if that is published by the payroll administrator). You will get a PDF of all payslips which you can email or print (if you have a printer connected to your mobile device). Read more about the [Payslip tab](../payslip) /expense/online-help/visma-employee/expense page 2024-12-11T15:55:35+01:00 # Expenses The first tab you reach entering the **Expense** tab is Expenses. Here you can view all receipts and mileages created, but not yet added to a claim. It can be drafts or expenses you do not want to add to a claim yet. All expenses you can send for approval are selected automatically, but you can deselect all in the top right corner. You can also deselect specific expenses manually by pressing on the blue checkmark button on the expense. ### iOS Add a new receipt: 1. Start page - Click on Add new receipt 2. Take a photo or fetch one from the phone gallery (via the gallery button in the lower left corner). 3. Make adjustments to the automatic cropping (optional) → Choose Done. 4. Select Expense type, and fill in Purpose in the purpose field. Via SmartScan, other information will be filled in automatically. If you did not get all information filled in you need to add the information manually. 5. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 6. If you would like to add the receipt to a claim, click on Add to claim. If you would like to save it for later, click on Save. 7. Depending on the choice above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the receipt to an existing claim. Read more about claims below. If you are already in the Expense tab when you want to add an expense, click on Add new... In that way you do not need to go back to the start page. The same goes for sending expenses to approval - just click on Send in this tab. If you do not want to send all at once, click on the Deselect all button in the upper right corner and manually select the ones you want before clicking on Send. Add mileage: 1. Start page - Click on Add new mileage 2. Choose calculate distance (and search or view map) if you want to use the map for automatic calculation of the distance and get the route filled in automatically. Otherwise skip this step. 3. Choose date, vehicle type, distance, and route if you did not go through step 2. 4. Write the purpose of the trip in the purpose field. 5. Add road tolls if needed. 6. Expand "Other" if you want to add passengers, heavy load and more. 7. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 8. If you would like to add the mileage directly to a claim, choose Add to claim. If you would like to save the mileage for later, choose Save. 9. Depending on the choice you made above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the mileage to an existing claim. Read more about claims below. ### Android Add a new receipt: 1. Start page - Click on Register new receipt 2. Take a photo or fetch one from the phone gallery (via the gallery button in the lower left corner). 3. Make adjustments to the automatic cropping (optional) → Click on the blue checkmark button. 4. Fill in Purpose in the purpose field. Via SmartScan, other information will be filled in automatically. If you did not get all the information filled in (such as Expense type) you need to add the information manually. 5. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 6. If you would like to add the receipt to a claim, click on Add to claim. If you would like to save it for later, click on Save. 7. Depending on the choice you made above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the receipt to an existing claim. Read more about claims below. If you are already in the Expenses tab when you want to add an expense, click on the plus sign in the upper right corner. In that way you do not need to go back to the start page. If you do not want to send all at once, click on the Select / Deselect button in the upper right corner and then select the ones you want before clicking on Send. Add mileage: 1. Startpage - Click on Add new mileage 2. Choose calculate distance (and search or view map) if you want to use the map for automatic calculation of the distance and get the route filled in automatically. Otherwise skip this step. 3. Choose date, vehicle type, distance, and route if you did not go through step 2. 4. Write the purpose of the trip in the purpose field. 5. Add road tolls if needed. 6. Expand "Other" if you want to add passengers, heavy load and more. 7. Under Cost units you can add, change and delete cost units. If you have default cost units on your user you will see them here. 8. If you would like to add the mileage directly to a claim, choose Add to claim. If you would like to save the mileage for later, choose Save. 9. Depending on the choice you made above you will see different views. If you choose Save you will reach the Expense list page, and if you choose Add to claim you will be able to create a new claim or add the mileage to an existing claim. Read more about claims below. #### Road tolls A possibility to get the road tolls calculated automatically is available when you have used "Calculate distance" when creating a mileage. You can change the amount if needed. You also have the possibility to choose if it was during rush hour and if you are using an Autopass. If you did not calculate distance, you can still add the road toll amount manually. If you do not want to have the road toll amount calculated automatically you can turn the toggle off when you click on "Calculate distance". The app will remember your settings for that, and Autopass and rush hour, for the next mileage - but you can always change the settings if needed. If you need to add allowances you need to go to Visma.net Expense on the web. Read more about edit expense, delete expense and more below. ## Claims The next tab is Claims. Here you see all created claims, both unsent and sent. In the list view you can see an overview of the claim's statuses. Open a claim by clicking on it and you will see the expenses and/or mileages added to that specific claim. Claims that are not yet sent can be edited in the app. Click on the claim you want to edit. Please note that how to edit a claim looks different in iOS and Android. In iOS there is an Edit button and in Android you click on the green plus sign at the button. You can select to delete, add more receipts and mileages and send for approval. The maximum amount of expenses added to one claim is 20. It is not possible to remove existing receipts, only delete the entire claim. The delete option is not available when the claim is Approved. If the claim is already sent you need to do changes in Visma.net Expense on the web. The way to work with expenses / mileages in the app is: Create expenses (receipts or mileages) and add them to a claim directly via the expense or under the expenses tab - not under claims tab. The claims tab is for view and edit only, no new claims can be added there. Add a new claim: To add a new claim, in both iOS and Android, you need to create the expenses/mileages first. As mentioned in the sections about "add a new receipt" and "add new mileage" you will get the choice for "Add to claim" when you save the expense/mileage. This is the opposite of how you handle it in Visma.net Expense on the web. Once you have saved or sent, you will find a claim under the Expense tab → Claims button. ## Delete or edit expense Expenses under Expense tab It is possible to delete or edit a created expense in the app **For iOS:** Go to the Expense tab and swipe left on the expense you want to delete. If you want to edit an expense, open the expense and make the changes you want. When you have made all the changes needed you can Save it for later again via the Save button or add it directly to a claim via the button More actions. Via the More actions button you can also download the image of the expense. Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim. That means that they are not sent. **For Android:** Go to the Expense tab and press and hold the expense you want to delete. In the bottom of the screen an alternative for Delete expense will appear. If you want to edit an expense, open the expense and make the changes you want. When you have made the needed changes you can Save for later via the Save check mark or Add it to claim via the button. Note that you can only delete or edit expenses that are under the Expense tab and not added to a claim. That means that they are not sent. Expenses under Claims tab If you need to delete or change an expense that is under Claims, you need to delete the claim first and the expense will be editable again. When you have deleted the claim the expenses will be sent back to the Expense tab and you can do the changes you need by following the instructions above. **For iOS:** Go to the Expense tab and click on Claims. Open the claim you want to delete and choose Delete. Via Edit you also have the options to Add receipts and mileages or Send for approval. Note that the delete function is only available if the claim has the status: Not sent, Canceled, or Declined. If the status is Awaiting approval you need to click on Cancel approval flow when you have opened the claim. If you choose to cancel the approval flow, the status will be Canceled and the claim will now be open again. That means that the claims with status Canceled and Not sent are basically the same. The status Declined means that the approver has rejected the claim for some reason. The rejection is done manually by the approver and there is a comment to that status. The comment is shown when you open the claim. If the claim has status Approved, the claim is about to be paid out or is already paid out. You can not delete or edit approved claims. If there is something wrong with an approved claim you need to contact your payroll administrator. Links to the rest of the documentation: [Startpage](../startpage) [Payslips](../payslip) [Calendar](../calendar) /expense/online-help/visma-employee/calendar page 2024-08-07T11:22:23+03:00 # Calendar In the **Calendar** tab you can add, view, edit and delete events. The list contains all your registered calendar events, including both attendance and absence. If you are a Check in/ check out user, all these events will be shown here too. ## Add a new event **iOS**: To add a new event, click on the green button "Add event" at the bottom of the page. Choose event type, such as Working hours, select date, start and end time, cost units if needed and then click on Save when you are done. You can choose to use the tab "from-to" or "hours". If you choose "hours" instead you do not add start and end time, you simply add the total amount of hours you worked. For some event types comments are mandatory. If that is the case you will see "required" in the Comment field. That means that you can not save the event without a comment. This is a setting that comes from the payroll system, and it is your payroll administrator who is responsible for this setting. **Android:** To add a new event, click on the green button "Register event" at the bottom of the page. Choose event type, such as Working hours, select date, start and end time, cost units if needed and then click on Save when you are done. You can choose between "from-to" or "hours" in the expandable list at the top of the page. If you choose "hours" instead you do not add start and end time, you simply add the total amount of hours you worked. For some event types comments are mandatory. If that is the case you will see "required" in the Comment field. That means that you can not save the event without a comment. This is a setting that comes from the payroll system, and it is your payroll administrator who is responsible for this setting. ## Edit or delete event **iOS:** If you want to edit or delete an event go to the Calendar tab and open the event. Click on Edit and do the changes you want, then choose Save. For deleting an event, simply click on the Delete button on this page. **Android:** If you want to edit or delete an event go to the Calendar tab and open the event. Click on the pen in the upper right corner to make changes. When you are done with the changes, click on Save changes. For deleting an event, simply open the event and choose the bin icon in the upper right corner. ## Balances / Show summary {#balances-show-summary} In the upper right corner of the Calendar list view you will find a Show summary button. Here you will see your vacation balance, flextime, overtime and registered sick days. Links to the rest of the documentation: [Payslips](../payslip) [Expense](../expense) [Calendar](../calendar) /expense/online-help/visma-employee/payslip page 2025-02-06T12:33:31+01:00 # Payslips Under the tab **Payslips** you find all your published payslips. You can also export a summary of all your payslips in a PDF. That PDF is printable (if you have a printer connected to your mobile device) and you can email it yourself with email apps on your device. To open a payslip, click on the specific payslip and you will see information on the screen. You can also click on Show PDF from the payslip to view the whole specified payslip. If there is information missing on the payslip you need to ask your payroll administrator to add more information from the payroll program. The template for payslips is set in each company in the payroll program. If you are a user in several companies (registered with the same email address) you can see payslips from all companies in the company you are currently in. You can filter by company by clicking on the filter button in the upper right corner. If you can not find a specific payslip (or any for that matter) - please contact your payroll administrator so that they can publish it. If there are no payslips published, you will see a message informing you that \'Your payslips will be shown here\'. This is a view tab only, no new information can be added. Links to the rest of the documentation: [Startpage](../startpage) [Expense](../expense) [Calendar](../calendar) /expense/online-help/visma-employee/vismanet-payslip page 2025-02-12T14:48:51+01:00 # Visma.net Payslip (on web) In **Visma.net Payslip**, you can view all payslips and year-end-reports. If you do not use the mobile Employee app, this is a good alternative. If you do not see any payslips or year-end-reports, you need to contact your payroll administrator. That person is responsible for sending them from the payroll system. On your left hand side you find the simple menu. You can easily switch between years and months, depending which payslips you would like to see. When opening a payslip you see all information directly on the web, such as amount, payment date and balances. You can also download a PDF from that view. If you would like to download all payslips in a PDF, click on **Export all payslips** in the menu to the left. To see the year-end-reports, click on the blue menu bar on top of the page. Year-end-reports are sent once a year and contain the year’s summary of amounts.